1-RFP 26-15-2410 Firefighter Physicals.pdf

Forsyth County Procurement Department

514 West Maple Street, Suite 104 Cumming, GA 30040 | Phone 770.888.8872

REQUEST FOR PROPOSAL

RFP NO. 26-15-2410

Firefighter Physicals

Forsyth County, Georgia Cumming, Georgia

Closing Date and Time:

Thursday, October 16, 2025 / 2:00 p.m.

PURPOSE OF THE REQUEST FOR PROPOSAL

Forsyth County is seeking proposals from a qualified, licensed medical provider to perform firefighter physicals for the Forsyth County Fire Department (hereafter referred to as “FCFD”) that meet at a minimum, the current NFPA 1582 Standard for all current firefighters and for all new hire firefighters.

It is the County’s intent that this Request for Proposal (“RFP”) permit competition. It shall be the Proposer’s responsibility to advise the Procurement Agent in writing if any language, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Procurement Agent not later than ten (10) days prior to the date set for acceptance of the proposal.

While every effort has been made to ensure the accuracy and completeness of information in the RFP we recognize that the information may not be complete in every detail and that all work may not be expressly mentioned in these specifications. It is the responsibility of the proposing company to include in their proposal all pertinent information in accordance with the objectives of the County.

Proposal Submission Instructions Proposals MUST be submitted in the format prescribed herein. Failure to comply with the directions listed in this RFP, or omission of requested information, could result in disqualification of the firm’s proposal.

Forsyth County uses a procurement portal powered by Euna formerly know as Bonfire Interactive (“Bonfire”) for accepting and evaluating bids, statements of qualification, and proposals digitally, found by using the link: https://www.forsythco.com/Departments- Offices/Procurement/Bids-Results. RFPs shall only be accepted online through the Bonfire Portal.

Names of submitting firms will then be read aloud at 2:30 p.m., October 16, 2025. All interested parties and the general public are invited.

ALL QUESTIONS are to be asked via Bonfire under Opportunity Q&A. Responses to substantive questions will be provided as written Addenda and will be posted under Public Files in Bonfire. All submitted questions will be due by 12:00 p.m. Monday, October 6, 2025.

CHANGES

No change will be made to this RFP except by written modification by the County Procurement Office. Requests for interpretation or changes must be in writing and received at least seven (7) calendar days prior to the time set for opening of the proposals.

COST OF PROPOSAL

The County assumes no responsibility or liability for the costs incurred by the submitting firm to prepare and/or submit a proposal. The entire cost of preparing and submitting Proposals and Pricing Information, or any work in connection therewith will be borne by the Proposer.

https://www.forsythco.com/Departments-Offices/Procurement/Bids-Results https://www.forsythco.com/Departments-Offices/Procurement/Bids-Results

RESPONSIBILITY OF PROPOSER

Proposals must be signed by an authorized official to bind the Proposer, and it shall contain a statement to the effect that the Proposal is firm for a period of at least one-hundred and twenty (120) days from the closing date for submission.

CONNECTIVITY

The County shall not be responsible for errors of any kind or nature occurring in the transmission or downloading/uploading of any documents from the County’s website or procurement portal (the “Website”). The County does not guarantee continuous, uninterrupted, or secure access to the website. Operation of the Website may be affected from time to time by numerous factors outside of the County’s control. Site problems, user problems, internet problems, power outages, or routine maintenance may interrupt or prevent access to information, documents, and/or proposal submission capabilities.

PROHIBITION OF GRATUITIES

Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the County for the purpose of influencing consideration of any proposal.

CONTACT

To ensure all prospective respondents have the same level of knowledge relative to the project, as well as ensuring any additional data is made available to all Proposers, no Proposers shall contact or discuss any aspect of this Request for Proposal with any Forsyth County employee or elected official, selection committee member, or project team member, during the RFP process up until award has been made. If contact is made; that Proposer may be disqualified from the process. All questions in regards to this Request for Proposal are to be submitted via Bonfire under Opportunity Q&A as detailed in the general information section of this document. Any information obtained about this solicitation through any means other than the solicitation itself or the addendums thereunto is not valid and should not be considered in any response to this solicitation.

OWNERSHIP OF MATERIAL

Ownership of all data, material, and documentation originated and prepared for the County pursuant to this project shall belong exclusively to the County.

Proposals and Pricing Information received will become the property of Forsyth County and shall be used as the County sees fit. All information contained in the Proposals and Pricing Information will remain confidential until after the award and signing of the contract.

Forsyth County reserves the right to cancel the Request for Proposal or to reject any and all responses received, to waive any technicalities or other minor informalities if it determines, in its sole discretion, that such cancellation or rejection is in the best interests of Forsyth County.

SELECTION, NOTIFICATION, AND SERVICES AGREEMENT

The selected contractor(s) will be given written notification of being selected by the County.

The selected contractor shall execute a Professional Services agreement with the County prior to the beginning of the actual services. Attached to this RFP is a draft form of services agreement which contains terms and conditions of the contractual arrangement for the services. Such form of agreement will be modified as appropriate, in the County’s discretion, to include any additional specific terms related to the services being provided. Any questions regarding the form of services agreement must be submitted in writing by the deadline for questions specified in this RFP.

WITHDRAWAL OF PROPOSAL

Proposals may be withdrawn by written request only, if the request is received prior to the time and date set for the opening of proposals. Negligence on the part of the Proposer in preparing it’s proposal confers no right of withdrawal or modification of their proposal after the proposal has been opened. No proposal may be withdrawn for a period of one hundred twenty (120) days after time has been called on the date of opening.

EXCEPTIONS TO SPECIFICATIONS

Any award resulting from this RFP shall bind the Proposer to all terms, conditions and specifications set forth in this RFP. Proposers whose proposals do not conform should so note on separate page if necessary and/or on the Proposal Schedule. While the County reserves the right to make an award to a nonconforming Proposer when in the best interest of the County, such awards will not be readily made, and Proposers are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken by a Proposer unless it is properly set out as provided above. No exception will be deemed to have been taken by the County unless incorporated in an award resulting from this RFP and so stated.

ANTI DISCRIMINATION CLAUSE

Forsyth County does not discriminate against any person because of race, color, religion, national origin, sex, age, or disabilities in employment or services provided, or contracts awarded.

REGULATORY AGENCIES

Successful Proposer will be responsible for all required permits or license required by any regulatory agency of the city, county, state or federal governments. Further, successful Proposer will be responsible for meeting all requirements of any regulation(s) or guideline(s) of any of the said governments or any independent agency recognized by said governments as publisher of any such regulation(s) or guideline(s).

INDEPENDENT CONTRACTORS

The Proposer represents to Forsyth County that it is fully experienced and properly qualified to perform the functions provided for herein and that it is properly equipped, organized and financed to perform such functions. The Proposer shall finance its own operations hereunder, shall operate as an independent contractor and not as the agent of Forsyth County.

REJECTION OF PROPOSALS

The County reserves the right to reject any and all proposals submitted in response to any solicitation, to reject any portion thereof, or to waive any minor irregularity or administrative requirement.

AFFIDAVIT

The Proposer will be required to execute an Affidavit of Non-Collusion and submit it with RFP Documents.

TRADE SECRETS

Careful consideration should be given before submitting confidential information to the County. County’s disclosure of records and documentation is governed by the Georgia’s Open Records Act, which permits public scrutiny of most materials collected as part of this process. If Proposer submits information that contains trade secret information and if Proposer wishes to keep such information confidential, Proposer must submit and attach to such information an affidavit affirmatively declaring that specific information constitutes trade secrets pursuant to the Georgia Trade Secrets Act of 1990, O.C.G.A. §10-1-760 et seq., and the Proposer and County will follow the requirements of O.C.G.A. § 50-18-72(a)(34) related thereto.

INSPECTION OF RECORDS

The records of the Procurement Office are open and accessible to the public in accordance with the provisions of the Georgia Open Records Act. Requests for inspection of records, must be in writing, must be reasonable, must contain sufficient information to facilitate retrieval, and must not interfere with the orderly operation of the Procurement Office.

Proposers are cautioned that any documentation submitted with or in support of a proposal may become subject to public inspection under the Georgia Open Records Act. Labeling such information “Confidential”, “Proprietary”, or in any other manner will not protect this material from public inspection.

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General Information:

Forsyth County is seeking proposals from a qualified, licensed medical provider to perform firefighter physicals for the Forsyth County Fire Department (hereafter referred to as “FCFD”) that meet, at a minimum, the current National Fire Protection Association (NFPA) 1582 Standard for all current firefighters and for all new hire firefighters.

The FCFD anticipates approximately 240–250 physicals each year for both incumbent employees and new hires. This number may vary from year to year. Each incumbent employee is required to receive an annual physical as outlined in this solicitation, and each new hire must complete a physical upon accepting employment with the County and annually thereafter.

Currently, FCFD utilizes a medical services provider that conducts annual incumbent physicals onsite, while also maintaining a local facility for new hire physicals. The County seeks to enter into an agreement with a provider capable of delivering both onsite services and access to a medical facility located within Forsyth County or a reasonable distance. A hybrid approach may also be considered. Ideally, the selected provider will have a local office or a partnership with a local medical provider to accommodate new hire and make-up physicals.

The County reserves the right to award a contract to multiple providers if no single vendor can adequately meet all requirements, or to award only portions of the solicitation as deemed in the County’s best interest.

Incumbent Physicals

All incumbent physicals shall be performed annually. Historically, these have been performed in two stages during a set period each year:

• Stage 1 – Laboratory Testing: Blood draws and other lab work.

• Stage 2 – Medical Exam: A physical examination and review of lab results.

The medical provider shall coordinate scheduling of both stages with the FCFD Health & Safety Officer or their designee. After the first year of the contract, scheduling for subsequent years stages must be finalized no later than the end of the current year to allow adequate planning.

For Stage 1, the medical provider shall obtain all required bloodwork directly. If the provider does not have the capability to do so, the proposal must include an acceptable alternative process to ensure all required laboratory testing is completed in advance of Stage 2. If a firefighter cannot complete lab work during the scheduled timeframe, the provider must be able to complete the lab work during Stage 2 by:

• Offering a make-up option prior to Stage 2 (preferred), or

• Performing the lab work during Stage 2.

Stage 1 shall always be scheduled early enough to allow the provider to obtain and review all lab results before Stage 2 begins.

For Stage 2, the provider must have sufficient staff and resources to conduct physical exams, at a minimum, consistent with Chapter 7 of the current NFPA 1582 standard and as further detailed in this solicitation. Availability (days and times) will be negotiated with FCFD.

If the provider does not have mobile units, they must maintain a medical facility (or multiple facilities) within Forsyth County or at FCFD’s sole discretion and approval, within approximately 50 miles of Forsyth County. Facilities must have adequate staffing and resources to complete the required exams. Use of a County-provided facility will be at FCFD’s discretion.

New Hire Physicals

All new hire physicals shall be completed in a single stage and are generally required 1–2 times per year for each recruit class. Additional lateral hires may occur throughout the year outside of the recruit class process.

The medical provider shall meet one of the following requirements:

• Facility-Based Option: Maintain one (1) or more facilities within Forsyth County, or, withat FCFD’s sole discretion and approval, maintain a facility located within approximately 50 miles of Forsyth County, where new hires can complete both lab work and the physical exam at the same location. New hires, or an FCFD representative, will contact the provider directly to schedule appointments. The provider must be able to schedule each physical within five (5) business days of the request.

OR

• Onsite Option (at FCFD’s discretion): Provide onsite services at a County facility on a schedule pre-determined with FCFD, at a minimum, once per month, for one (1) full day to conduct all lab work and physicals for new hires and/or make-up physicals. The provider shall coordinate with the FCFD Health & Safety Officer, or designee, during the week prior to confirm the scheduled date and time. If no new hire or make-up physicals are required, onsite service will not be necessary that month.

It is imperative that new hire physicals are completed in a timely manner. In addition to scheduling and completing the physicals within five (5) business days, the provider must furnish clearance determination letters (“cleared” or “not cleared”) and all supporting documentation to the Health & Safety Officer, or designee, within two to five (2–5) business days of completing the exam.

The number of new hire physicals may vary. FCFD typically hires approximately twelve (12) individuals per recruit class. The medical provider must demonstrate a practical process to accommodate both group recruit class new hires and individual new hires, recognizing that time is of the essence as no new hire is authorized to begin work until a physical has been completed and a clearance determination letter issued.

Administrative Items

1. HIPAA Compliance

The medical provider shall fully comply with all HIPAA requirements throughout the contract term.

2. Contract Management & Point of Contact The medical provider shall designate a single representative to serve as liaison between the provider and the County. This representative must have sufficient training and experience to manage the contract, respond to inquiries, resolve issues, and coordinate scheduling.

3. County Liaison The FCFD Health & Safety Officer, or designee, shall serve as the liaison for the county.

4. Billing Requirements Invoices must be concise, itemized, and submitted in a format approved by the County. At a minimum, invoices shall include:

• Firefighter name

• Employee number

• Date of bloodwork

• Date of physical

• All tests performed (if in addition to the standard exam, e.g., heavy metal testing, PSA)

• Total cost per firefighter

• Itemized pricing per test/procedure and total invoice amount

• Remittance information

• A redacted summary invoice page (no personally identifiable information PII) suitable for Accounts Payable processing in compliance with HIPAA.

Invoices shall be based on the actual number and type of physicals performed. Billing shall be submitted as follows:

• Incumbent physicals: Billed annually, upon completion of Stage 1 and Stage 2.

• Make-up physicals: Billed monthly

• New hire physicals: Billed monthly and separately from Incumbent or Make-up Physicals.

5. Reporting Requirements Summary Report: The medical provider shall deliver a summary report, prepared in accordance with HIPAA, to the FCFD Health & Safety Officer, or designee, at least twice per year. Reports shall include department-wide trends, key statistics, general data, and recommendations.

Clearance Determination Letters:

Incumbent Physicals: Each firefighter shall receive a clearance determination letter (“cleared,” “not cleared,” or “temporary clearance”) at the time of their annual physical.

Copies shall be provided to the FCFD Health & Safety Officer, or designee, within:

• Two (2) business days of the physical for “not cleared” or “temporary clearance.”

• Ten (10) business days of the physical for “cleared.”

New Hire Physicals: The medical provider shall issue a clearance determination letter (“cleared” or “not cleared”) to the new hire upon completion of their physical and to the Health & Safety Officer, or designee, along with any other necessary information, within two to five (2–5) business days of completion of the New Hire Physical.

Timely and accurate reporting to both the employee and FCFD is a critical performance requirement under this contract.

6. Consent and Information Sharing

If a firefighter consents to sharing medical information between the provider and FCFD (or another medical provider), the provider shall obtain a signed waiver from such firefighter indicating the documentation permitted and the receiving entity. All such documentation will become part of the firefighter’s medical file maintained by the FCFD.

7. Subcontractors The medical provider shall identify any subcontractors used, including their scope of practice. Any changes in subcontractors during the contract must be reported immediately to the FCFD Health & Safety Officer, or designee. The Provider must obtain prior express written consent from the County before enlisting a subcontractor and the medical provider shall be solely responsible for reimbursing such subcontractor, and the County shall have no obligation to such subcontractor.

8. Medical Record Retention

The medical provider shall maintain all medical records for a minimum of ten (10) years, or longer if required under NFPA standards and/or applicable state or federal laws. Records must support ongoing assessments and evaluations of each firefighter’s health progression over time. Records shall be accessible upon request by the individual firefighter and the FCFD Health & Safety Officer, or designee, in compliance with HIPAA.

9. Transition of Records

Upon termination or expiration of the contract, the medical provider shall release all medical records to the newly contracted provider (or the County) within thirty (30) days of receiving a written request from the county, pursuant to HIPAA.

NFPA 1582 Physical Requirements

1. Standards Compliance

All medical evaluations shall comply with the most current edition of the National Fire Protection Association (NFPA) Standard titled: NFPA 1582, Standard on Comprehensive Occupational Medical Program for Fire Departments, as required by NFPA 1500: Standard on Fire Department Occupational Safety and Health Program. The current NFPA edition is 2022; however, compliance shall be maintained with all updates or revisions issued during the contract term.

2. Provider Knowledge of Standards It is the responsibility of the medical provider to ensure that the evaluating physician and supporting staff maintain a thorough working knowledge of NFPA 1582 Standards, its contents and requirements. References to specific aspects of NFPA 1582 within this Scope of Work are for reference only and shall not relieve the provider from ensuring full compliance with the standard.

3. Physician Qualifications

The physician overseeing the physical exams must be a Licensed Doctor of Medicine (MD) or Doctor of Osteopathy (DO) in the State of Georgia, who has completed residency training in an accredited medical training program and/or is American Board of Medical Specialties (ABMS) or American Osteopathic Association (AOA), Board certified or international equivalent.

The overseeing physician shall review and sign off on all evaluations, including those conducted by Physician Assistants (PAs) or Nurse Practitioners (NPs).

4. Laboratory Testing

All laboratory work shall be performed by a certified phlebotomist. Lab results must be reviewed and signed by a licensed physician (MD or DO).

Specifications

1. NFPA 1582 Compliance

Each firefighter scheduled for a physical exam shall receive an evaluation consistent with Chapter 7 of the current NFPA 1582 standard. At a minimum, the evaluation shall include:

• Medical history / medical conditions

• Head and Neck

• Eyes and vision

• Ears and hearing

• Dental

• Nose, oropharynx, trachea, esophagus, and larynx

• Lungs and chest wall

• Heart and vascular system

• Abdominal organs and gastrointestinal system

• Reproductive system

• Urinary system

• Spine and axial skeleton

• Extremities

• Neurological disorders

• Skin

• Blood and blood-forming organs

• Endocrine and metabolic disorders

• Systemic diseases and miscellaneous conditions

• Tumors and malignant diseases

• Psychiatric conditions

• Chemicals, drugs, and medications

2. New Hire Requirements In addition to the above, all new hire candidates shall receive:

• A chest x-ray, per NFPA 1582.

• A cardiopulmonary exercise test (CPET) to obtain a true VO₂ Max measurement, in lieu of the standard muscular strength test outlined in NFPA 1582.

3. Medical History

Per NFPA 1582 §7.5.1, all candidates shall complete a medical history questionnaire to establish baseline data for future evaluations.

4. Core Testing Requirements

All medical evaluations shall include, at a minimum:

• Physical examination

• Vital signs

• Blood tests

• Urinalysis

• Vision tests

• Audiograms

• Spirometry

• Chest x-ray (as indicated)

• Electrocardiogram (ECG) with cardiac stress test

• Cancer screenings

• Immunizations and infectious disease screenings

All pre-examination work (medical history, lab tests, urinalysis, etc.) shall be completed in advance so that the examining physician can review results with the individual at the time of the exam. If multiple visits are required, the provider shall clearly identify this in their proposal.

5. Audiology Testing

Per NFPA 1582 §7.7.3, annual hearing thresholds shall be assessed in each ear at the following frequencies:

• 500Hz

• 1000Hz

• 2000Hz

• 3000Hz

• 4000Hz

• 6000Hz

• 8000 Hz

A hearing booth shall be provided by the medical provider for these audiology exams.

6. Cardiac and Cancer Screening

• Chest X-Rays: Required for both new hires and incumbents (NFPA 1582 §7.7.5).

• Electrocardiograms (ECG): Resting ECG required as part of baseline evaluation (NFPA 1582 §7.7.6).

• Mammography: Physician shall council members on the importance of testing

(NFPA 1582 §7.7.7).

• Colon Cancer Screening: Physician shall council members on importance of screening (NFPA 1582 §7.7.12.1–7.7.12.3).

• Prostate Cancer: Prostate Specific Antigen (PSA) testing required for all male firefighters (NFPA 1582 §7.7.13).

• Cervical and Ovarian Cancer: CA-125 ovarian cancer screening required for all female firefighters (NFPA 1582 §7.7.16). Physician shall counsel on the importance of Pap smears and HPV testing as indicated.

• Firefighter Cancer Risk: Physician shall provide education on cancer risks associated with being a firefighter.

All personnel shall also receive:

• Cancer Screening Ultrasound: Thyroid, testicular (males only), abdomen (liver, gall bladder, pancreas, spleen, kidneys, ovaries, non-invasive.

• Cardiac Screening: Resting EKG, CPET, chest x-ray, and ultrasound.

7. Hazardous Materials Team – Heavy Metals Testing HazMat team members shall receive testing for heavy metals, including but not limited to:

• Arsenic

• Cadmium

• Lead

• Mercury

8. Equipment The medical provider shall furnish all equipment necessary to complete all portions of the required physical exams.

9. Behavioral Health The provider shall be capable of conducting multi-topic Behavioral Health Assessments in the event FCFD elects to expand the scope of evaluations.

Fit for Duty Evaluations

From time-to-time FCFD requires Fit for Duty evaluations for employees returning from worker’s compensation leave, other leave types, or as otherwise determined necessary.

1. Standards Compliance

All Fit for Duty evaluations shall be conducted in accordance with NFPA 1582 and shall assess at a minimum, the following 14 Essential Job Tasks:

A. Wearing personal protective ensemble and SCBA, performing firefighting tasks (e.g., hose line operations, extensive crawling, lifting, and carrying heavy objects, ventilating roofs or walls using power or hand tools, forcible entry), rescue operations, and other emergency response actions under stressful conditions, including working in extremely hot or cold environments for prolonged time periods.

B. Wearing an SCBA, which includes a demand valve–type positive-pressure facepiece or HEPA filter masks, which requires the ability to tolerate increased respiratory workloads.

C. Exposure to toxic fumes, irritants, particulates, biological (i.e., infectious) and nonbiological hazards, and/or heated gases, despite the use of personal protective ensembles and SCBA.

D. Depending on the local jurisdiction, climbing six or more flights of stairs while wearing fire protective ensemble weighing at least 50 lb (22.6 kg) or more and carrying equipment/tools weighing an additional 20 to 40 lb (9 to 18 kg).

E. Wearing fire protective ensemble that is encapsulating and insulated, which will result in significant fluid loss that frequently progresses to clinical dehydration and can elevate core temperature to levels exceeding 102.2°F (39°C).

F. Wearing personal protective ensemble and SCBA, searching, finding, and rescue-dragging or carrying victims ranging from newborns to adults weighing over 200 lb (90 kg) to safety despite hazardous conditions and low visibility.

G. Wearing personal protective ensemble and SCBA, advancing water-filled hose lines up to 2 1 ∕2 in. (65 mm) in diameter from fire apparatus to occupancy [approximately 150 ft (50 m)], which can involve negotiating multiple flights of stairs, ladders, and other obstacles.

H. Wearing personal protective ensemble and SCBA, climbing ladders, operating from heights, walking, or crawling in the dark along narrow and uneven surfaces, and operating in proximity to electrical power lines and/or other hazards.

I. Unpredictable emergency requirements for prolonged periods of extreme physical exertion without benefit of warm-up, scheduled rest periods, meals, access to medication(s), or hydration.

J. Operating fire apparatus or other vehicles in an emergency mode with emergency lights and sirens.

K. Critical, time-sensitive, complex problem solving during physical exertion in stressful, hazardous environments, including hot, dark, tightly enclosed spaces, that is further aggravated by fatigue, flashing lights, sirens, and other distractions.

L. Ability to communicate (i.e., give and comprehend verbal orders) while wearing personal protective ensembles and SCBA under conditions of high background noise, poor visibility, and drenching from hose lines and/or fixed protection systems (e.g., sprinklers).

M. Functioning as an integral component of a team, where sudden incapacitation of a member can result in mission failure or in risk of injury or death to civilians or other team members.

N. Working in shifts, including during nighttime, that can extend beyond 12 hours.

2. Clearance Determination Upon completion of a fit for duty evaluation, the medical provider shall issue a clearance letter stating whether the employee is “cleared” or “not cleared.”

• The employee shall receive a copy of the clearance letter at the time of evaluation.

• The provider shall provide a copy of the clearance letter to the Health & Safety Officer, or designee, within one (1) business day of the evaluation.

Supporting Documents

The medical provider shall comply with and reference the most current National Fire Protection Association (NFPA) guidelines related to Fitness for Duty, Wellness, and Annual Medical Examinations.

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Proposal Submission Format

Proposals shall be organized in the following sections within the online submission platform.

Each section must be completed in full and include the information described below.

The format for the Proposal is to be as follows:

Section 1: Transmittal Letter / Firm Information The Offeror shall provide the following details regarding the firm submitting the proposal:

1. Identify the office location that will be responsible for this account. Include the legal firm name, headquarters address, local office addresses, satellite offices, and warehouse addresses (if applicable).

2. Provide the total number of local full-time employees.

3. Describe the size, background, and history of the firm, including how long the firm has been engaged in this line of business.

4. Detail the firm’s experience providing similar services to governmental entities comparable in size, scope, and number of locations to Forsyth County and specifically the Forsyth County Fire Department.

5. State the firm’s client retention rate and customer satisfaction ratings. Provide a list of contracts lost within the past three (3) years, including the reason for the loss and the location.

6. Disclose any litigation within the past five (5) years and any pending litigation related to the firm’s performance or participation in similar services. Also disclose whether the firm, its team members, or subcontractors are in default under any loan or financing agreement with a bank, financial institution, or other entity.

7. Describe the firm’s corporate structure, including whether it is controlled by another corporation or organization. Indicate the legal status of the organization (e.g., corporation, partnership, LLC).

8. Confirm receipt of any addenda issued in connection with this RFP.

9. Provide the primary contact name, telephone number, and email address for any questions regarding the proposal.

Section 2: Technical Qualifications

Respondents shall provide proof that they meet the minimum qualifications outlined in this RFP. Proposals must demonstrate the firm’s professional competence, technical expertise, and ability to perform the required services successfully. Respondents shall also provide a documented record of accomplishment in the preparation and implementation of projects of similar size and scope.

The response should highlight the innovation, vision, experience and professional and technical qualifications of the principal personnel assigned, and demonstrate the firm’s ability to maintain project continuity from start to finish. At a minimum, the proposal shall address the following:

1. Project Manager Assignment: Identify the proposed Project Manager (PM). The PM must be well-trained, serve as the primary point of contact, and be responsible for all activities of the firm while ensuring appropriate coordination with County staff.

2. Project Manager Experience: The PM must have managed and implemented at least three (3) successful projects of similar size and scope. Provide references with current contact information, including name, phone number, and email address.

3. Contract Knowledge: The PM must begin this project with full knowledge of all contractual requirements.

4. Staffing Requirements: If any staff assigned by the firm are deemed unacceptable by the County, the County reserves the right to request replacement personnel. The County will not be financially responsible for work performed by personnel who have been deemed unacceptable.

Section 3: Requirements

Respondents shall provide proof that they meet all requirements of this RFP. Proposals must include a point-by-point response to all requirements contained within the RFP. The firm must clearly indicate whether their proposed solution meets the requirement. Any exceptions shall be clearly identified, explained, and submitted with the proposal.

This section must also include a detailed description of the proposed solution, highlighting any advantages or unique features being offered. Responses shall include, at a minimum, the following:

1. Service Delivery Strategy – Incumbent Firefighters

a. Method of Delivery – Specify whether services will be delivered onsite, at a medical facility, or through a hybrid model.

• Explain how this delivery method will meet the County’s needs, supported by examples and references from agencies of similar size and nature.

• Provide a detailed listing of all services required to complete all portions of this solicitation and how they will be delivered (provider staff, third-party staff, subcontractors, etc.). All services being directly provided by the proposer is the preferred solution.

• Provide a detailed timeline for incumbent physicals, including the scheduling process, number of staff that will be onsite or available, ability to coordinate with multiple shifts, etc.

• Provide availability schedules based on anticipated start date of January 1, 2026.

• State the average number of physicals expected to be completed per day.

• Explain how make-up physicals will be addressed and scheduled.

b. Equipment – Provide a detailed list of all necessary equipment needed to complete all portions of the physical exams. Confirm that the provider owns the equipment and it is available at their facility or via mobile unit(s). Any required equipment not owned by the provider is to be listed out, to specify the equipment and the method through which the provider is proposing to obtain access to the equipment in question (leased, rented, third party services, subcontracted, etc.). Provider-owned equipment is the preferred solution.

c. Include a detailed layout of mobile units, medical facilities, or temporary on-site solutions.

d. Provide a comprehensive description of all services that will be provided, including the approach to delivery.

e. Provide details on additional tests/services that will/may be offered, including but not limited to special team physicals (e.g., HazMat), Fit for Duty physicals, and any other offerings provided.

2. Company Qualifications, Experience, and Staffing

a. Provide details of previous experience working with fire departments or similar contracts. List at least four (4) accounts similar in size to the County’s department and nature of the solicitation of this RFP . For each, include:

• Number of physicals actually performed in a 12-month period

• Locations where such physicals were performed

• Contact name, phone, and email for reference

• Years under contract

b. Describe staff knowledge, experience, and expertise specific to NFPA 1582.

Provide a detailed staffing plan, including the number of staff dedicated to the County.

Include resumes for the following key positions (Each resume must include years of service with the company, credentials, and applicable licenses.)

c. :

• Medical Doctor

• Physician’s Assistant

• Designated Representative / Account Manager

• Phlebotomist

• All other assigned staff

d. Provide an organizational chart identifying all key project personnel, including name, title, and contact information.

e. Describe the firm’s knowledge of fire service safety and health and NFPA 1582 requirements.

f. Demonstrate understanding of the scope of work proposed and your ability to successfully provide the required services, including the ability to adapt to changes in standards and advances in practice.

Provide the details of the quality control program that will be used to measure performance and ensure the satisfactory execution of all the services and conditions specified in this request for proposal. Detail is to include the method to be used to identify deficiencies in the quality of services performed before the level of performance is deemed unacceptable.

Indicate your strategies for quality control, issue anticipation and resolution throughout the agreement and your methodology for coordination and issue tracking.

3. Service Delivery Strategy – New Hires

a. Provide detailed information on all elements of the new hire physical, including scheduling, process, and turnaround times.

b. State the location(s) where new hire physicals will be performed.

4. Account Management and Reporting

a. Billing Practices – Describe in detail how billing will be coordinated with the

County, including:

• How invoices are verified against contract pricing

• How discrepancies are corrected

b. Communication & Data Collection – Describe processes for communication, personal information collection, and scheduling.

c. HIPAA Compliance – Explain how HIPAA requirements will be met and maintained.

d. Documentation Samples – Provide examples of the forms and documentation that will be used to complete the scope of work, including:

• Annual department aggregate report

• Employee examination report

• Personal medical history form

• Any paperwork that the employee will be asked to sign, including employee consent and liability waiver forms

e. Transition Plan – Describe how records and information will be transitioned at contract completion.

5. Opportunities, Concerns, and Cost Savings

a. Identify key issues, potential obstacles, or concerns with the scope of work.

b. Provide methodology for addressing and resolving those issues.

c. State any exceptions taken to the scope of work. Exceptions must be clearly identified and the changes requested clearly identified in the proposal response. Exceptions will be taken into consideration during the evaluation process. If no exceptions are identified in the proposal response the firm will be considered to have accepted the scope of work in its entirety.

d. Provide details of other agencies or businesses currently served (or served within the last year) closest in proximity to Forsyth County.

e. Provide suggestions or alternative solutions for cost savings without sacrificing service levels.

f. Provide any additional information relevant to this solicitation.

Section 4: References

Respondents shall provide current references (within the last three (3) to five (5) years) for a minimum of four (4) companies or municipalities comparable in scope, size, number of locations, and staffing to Forsyth County, and to the Forsyth County Fire Department in particular that are currently utilizing the services you are proposing. Governmental/public entities (with preference for Fire Departments) are strongly preferred. Georgia-based entities are desirable where available.

For each reference, provide the following up-to-date information:

• Organization/Agency Name

• Contact Person’s Name and Title

• Address

• Telephone Number

• Email Address

• Description of Services Provided (including scope, size, and number of physicals performed annually)

• Length of Contract (start and end dates)

Section 5: Affidavits

Respondents must complete and submit the required affidavits as part of their proposal. The following affidavits are included with this RFP and are mandatory:

• Non-Collusion Affidavit

• Contractor Affidavit and Agreement (E-Verify)

Failure to submit a duly executed Non-Collusion Affidavit may result in disqualification of the proposal.

Section 6: Cost Proposal

Respondents shall provide a detailed cost proposal as part of their submission. All costs must be clearly stated in U.S. currency and shall represent the full cost of services for each project deliverable required to meet the specification of this solicitation, including but not limited to direct expenses, overhead, administrative costs, and any applicable customs, brokerage, duties, or agency fees. No additional charges will be allowed unless clearly identified in the proposal.

The cost proposal must include:

1. Base Pricing

• Full base cost for a complete Incumbent Physical, as specified in this solicitation.

• Full base cost for a complete New Hire Physical, as specified in this solicitation.

• Pricing must be provided for each calendar year of the contract term, through December 31, 2030.

2. Itemized / A-La-Carte Pricing

• Pricing for all services identified in the specifications of this solicitation, broken out individually.

• Pricing for any additional or optional services the respondent wishes to propose.

3. Transparency of Costs

• Any additional service charges not otherwise identified must be itemized in the proposal.

4. Comprehensive Coverage

• Pricing shall be all-inclusive, covering all required elements of contract performance for the entire contract term.

Submission of additional pricing details, discounts, or alternative pricing structures is permitted and encouraged if they provide clarity and potential cost savings to the County.

Cost Proposal

The Cost Proposal must be submitted separately under the designated section titled “Cost Proposal.” No portion of the Cost Proposal, including pricing information or related details, shall be included in any other part of the vendor’s submission.

Selection Process

Forsyth County reserves the right to retain all proposals submitted and to use any idea in any proposal, regardless of whether the proposal is ultimately selected. Failure to provide any portion of the requested information may result in a proposal being declared non-responsive.

The County reserves the right to reject any or all proposals received.

The Selection Committee will evaluate all responsive proposals using the criteria outlined below:

Scoring Breakdown: 100 points total

Transmittal Letter/Firm Information all requested information must be provided

5 points

Technical Qualifications

25 points

Requirements

50 points

References

20 points

Affidavits

Pass/Fail

The Selection Committee will determine whether each respondent is qualified or unqualified based on the information submitted. The County reserves the right to request clarification or additional information at any point during the evaluation process.

Qualified firms will be ranked according to total score. The highest-ranked firm(s) may be invited to provide an oral presentation or demonstration of their proposal to the Selection Committee and designated end users.

Upon completion of evaluations, pricing for the top-ranked firm will be opened. Negotiations will begin with the top-ranked firm. If the County is unable to reach a satisfactory agreement with the top-ranked firm at a price determined to be fair, competitive, and reasonable, negotiations will be formally terminated. The County will then open pricing and initiate negotiations with the second-ranked firm. If unsuccessful, negotiations may continue with the third-ranked firm, and so forth.

At its sole discretion, the County may at any time during the evaluation process reinstate into consideration any firm previously removed during any phase of the process. Upon completion of successful negotiations, the Selection Committee will recommend award to the Forsyth County Board of Commissioners.

Contract Term

The agreement resulting from this solicitation shall be for a fixed term of five (5) years, beginning on the date of award and continuing through December 31, 2030. Pricing shall remain firm and fixed for the entire term of the contract.

NON-COLLUSION AFFIDAVIT

PROPOSAL DATE:

PROJECT DESCRIPTION: RFP 26-15-2410 Firefighter Physicals

STATE OF ________________}

COUNTY OF ______________}

__________________________________________, being first duly sworn, deposes and says that (s)he is ______________________________________ (the sole owner, a partner, president, secretary, etc.) of ______________________________________________________ the party making the foregoing Proposal; that such Proposal is genuine and not collusive or a sham;

that said Proposer has not colluded, conspired, connived, or agreed, directly or indirectly, with any Proposer or person, to put in a sham Proposal, or that such other person refrain from bidding, and has not in any manner, directly or indirectly sought by agreement or collusion, or communication or conference, with any person, to fix the Proposal Price of affiant or any other Proposer, or to fix any overhead, profit or cost element of said Proposal Price, or that of any other Proposer, or to secure any advantage against Forsyth County, or any person interested in the proposed Contract; and that all statements in said Proposal are true; and further, that such Proposer has not, directly or indirectly submitted this Proposal, or the contents thereof, or divulged information or data relative thereto, to any association or to any member or agent thereof.

Affiant:__________________________________________ Date: _____________________

Signed and sworn to (or affirmed) before me on ___________________, 202____ by _____________________________________________________________, Printed name(s) of individual(s) making statement who proved to me on the basis of satisfactory evidence to be the person who appeared before me.

(check one)

Personally Known Or Produced Identification (ID)

ID Type __________________________ ID # (last 4 digits) ______________ ID Expiration Date _____________________

Notary Public My Commission Expires: ________________

(NOTARY SEAL)

Contractor Affidavit and Agreement

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A.

§ 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of Forsyth County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period, and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).

Contractor agrees that the employee-number category designated below is applicable to the Contractor:

□ 500 or more employees □ 100 or more employees □ Fewer than 100 employees

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Firefighter Physicals Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _________________, 202__ in _____________________ (city), ____ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY

OF _______________, 202__.

Notary Public My Commission Expires: ________________

[NOTARY SEAL]

Subcontractor Affidavit under O.C.G.A. § 13-10-91 (b)(3)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with ( ) on behalf of Forsyth County Government has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Subcontractor agrees that the employee-number category designated below is applicable to the subcontractor:

□ 500 or more employees □ 100 or more employees □ Fewer than 100 employees

Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice of receipt of an affidavit from any sub-subcontractor that has contracted with a sub-subcontractor to forward, within five business days of receipt, a copy of such notice to the contractor.